Pinnacle Hotel Management
  • - Orlando Marriott Lake Mary (MCOML)
  • FL, USA
  • Full Time

OVERALL RESPONSIBILITIES:                       

Primary responsibility is to provide support to the DOS and Sales Managers by answering the phone, email blasts, direct mail, compiling weekly and monthly reports, updating group blocks in CI/TY, greeting customers, handling inquiry calls and managing the EO book.

 

JOB REQUIREMENTS

  • Computer proficiency required (Excel, PowerPoint and Microsoft Word)
  • Strong business writing skills- Type 60 WPM
  • Strong organizational skills for most effective results and efficiency
  • Minimum lifting 30 lbs.
  • Ability to verbally communicate effectively with guests and co-workers.
  • Pushing, pulling, bending, stooping upward reaching.
  • Some exposure to cleaning chemicals.
  • Prolonged periods of sitting, standing and/or walking.

 

ESSENTIAL FUNCTIONS:

  • Practice the Basics of Brilliant Hosting at all times
  • Answering incoming calls – handle inquiry calls
  • Rooms Only - Creates a resume for each group to communicate, in a timely manner, information to facilitate efficient purchasing, scheduling and staffing by all departments; forwards group resume to client for review and approval
  • Maintaining account filing system; prepare weekly booking summary through use of CI/TY
  • Producing and distributing all group thank you letters
  • Assist the Director of Sales and Sales Manager to create direct mailings that highlight services and amenities, special promotions, and unique selling points of the hotel.
  • Assist Sales Managers by handling sales correspondence and inquiries.
  • Contact clients on behalf of the Sales Managers and serve as a representative of the department in the manager's absence.
  • Generate client contracts under the direction of Sales Managers and maintain sales information in the CI/TY system database.
  • Act as a liaison between client and management.
  • Meet with clients and conduct site tours when needed, as well as conduct room inspections prior to showing rooms.
  • Coordinate reservations, amenities, and proposals for VIP clients when needed.
  • Maintain and organize sales kit supplies and promotional materials.
  • Ensure that standards of personal appearance, grooming and conduct are an example to the team and provide a professional image of guests.
  • Each associate is expected to complete, within their ability, all reasonable requests by management.
  • ESS emails
  • Compile weekly sales meeting reports
  • Order office supplies/maintain sales closet
  • Schedule all internal meetings as directed by hotel managers
  • Prepare convention services manager for staff meeting

 

  • Files – maintain/update
  • End of day reports
  • Postage and upkeep of Bowes postage machine
  • Maintenance of copier, printers and fax machine in Sales office/stock daily
  • Input daily pickup everyday for the past day.
  • Master file of Menus to Fax, Fax Cover Sheets, Reservation Forms, Amenity Request Forms, Credit Card Authorization Forms & Bistro 1501 Group Reservation Forms
  • Master Binders (Maintain)
    • Turndown, separated by month
    • BEO for present month
    • LNR for all Corporate Rates
  • Covering for all managers while out of office or unavailable
  • Producing contracts for all markets
  • Answering inquiry calls, taking down essential information in order to pass along to Sales/Catering Managers.
  • Sites, if needed.
  • Master file of completed surveys
  • Blocking and BEO's for all in house meetings:
    • BEO Meeting
    • Staff Meeting
    • Owner's Meeting
    • Cookie Calls
    • Executive Meeting
    • Orientation/Service Excellence
  • Ordering Supplies for Sales/Catering Managers.
  • Ordering paper-Letterhead & Envelopes (AS Hospitality).

 

  • Director of Sales:
  • Sales Manager:
  • Convention Services:
    • Weekly Owner Reports – To be completed every Thursday
    • End of Month Sales Reports
    • Generating Saturday Coverage Schedule
    • Master "Out of Office" Schedule
    • Typing letters, memo, etc.
    • Special Projects
    • Distribution of all contracts
    • Distribution of all BEO's
      • Weekly Packets-Saturday thru Friday
      • 72 hr Final Guarantees – everyday
      • Change Log within 72 hrs
      • Revisions for upcoming week
  • Daily Appointment Sheet and route
  • File all contracts or related material
  • Distribution of all banquet checks to appropriate manager
    • Print and route Event Summary for Wednesday thru following Sunday for staff meeting
    • Intro letters for all sales groups
    • Meeting Planner Points groups once they have paid
    • Out of Town Guest Cards.
  • Each associate is expected to complete, within their ability, all reasonable requests by management.



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Pinnacle Hotel Management

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